What are the responsibilities and job description for the Office Manager/Admissions Coordinator position at Project Transition?
Our Mission:
Enable individual persons who have serious mental illness, co-occurring substance
use disorder and/or a dual diagnosis of SMI and IDD live a life that is meaningful to them in the community on terms they define.
Title: Hybrid Office Manager/Admissions Coordinator
Summary of Job Description:
Office Manager
Support with general office needs, auditing, operations, and reports. Works closely with other departments to meet program goals.
Admissions Coordinator
Responsible for end- to -end process for admission of a new member to the Memphis House Program along with the assistance of admissions to the TN SOS Program. The Admissions Coordinator will work in partnership with the Community/Program Director, Sr. Director of Outreach and Admissions, and other internal teams.
Specific Responsibilities:
Office Manager:
- Update program telephone list as needed.
- Update Member residential assignments as needed.
-
Support with uploading documents into the Electronic Health Record (EHR) including (but not limited to) the following:
- Physicals
- Dental
- Insurance Cards
- Discharge Paperwork
- Other Medical documents
- Collaborate with the PD and Case manager to ensure Census and Spacelist is correct and updated weekly.
- Run EVS (Eligibility Report) on all Members weekly.
- Ensure Member Treatment History is current in EHR.
- Order Supplies Monthly
- Ensure enrollment grid is up to date daily by 10 AM and submit reports as required
- Complete Program Contact Compliance Tracker daily and provide updates to PD as requested.
- Complete continuing educational requirements as aligned with regulatory compliance.
- Attend supervision sessions and meetings as scheduled with direct supervisor.
- Ensure the facility remains in compliance with state and licensure requirements and all facility needs are handled in a timely manner
- Other duties as assigned by the Program Director.
Admissions:
- Contribute to continuous process improvement in best practices, and systems such as admissions tracking and tools and other documents, resources utilized by the admissions team
- Independently and collaboratively manages the admissions process end-to- end
- Facilitates interactions with member, collateral contacts, family, medical providers, and referral sources
- Manages and implements electronic health record related functions as they apply to the admission process and functions
- Works collaboratively with the Clinical Team to gather and provide needed information for clinical assessment.
- Submits authorizations with Managed Care Organizations and other payors as appropriate.
- Prepares internal admissions reports/deliverables as assigned
- Coordinates pre-admission tasks and processes related to the compilation of clinical information, scheduling of tours, and off-site evaluations and ongoing consultation with the member, family and associated professionals
- Maintain positive communication management with statewide providers including but not limited to hospitals, respite units, mobile crisis, foster care agencies, DCS, community advocacy groups, the criminal justice system, local law enforcement, and other sources of referrals
- Elicits, compiles and documents admissions relevant information including demographics, clinical history, and status, psychosocial and family information, historical course of treatment and provider placements, health statues, identification of the individual’s personal goals and self -perceived needs, substance use and funding information.
- Brand Champion for the organization, clearly, professionally, and consistently articulating the company’s mission, values, services, and case studies during contacts with referral sources
- Remain informed of developments in healthcare to support the organization’s focus on growth, initiative, and innovation.
- In situations where Project Transition services are not appropriate; communicates with referral source and provides additional resources as able.
- Participate in departmental meetings as scheduled
Additional Performance Expectations:
- Support and implement interventions and directives as directed by the Team.
- Always demonstrate compassion and concern when supporting a Member through embracing Project Transition and PCS Mental Health’s Mission and Core Values.
- Approach Member engagement from a non-judgmental stance understanding that a Member’s behavior is driven by experience, which may include trauma.
- Treat and speak to Members with supportive kindness even when a Member demonstrates intense behavioral or emotional actions. Staff will show Members dignity and respect for their values and lifestyles.
- Seek out appropriate support, consultation with Clinician or Psychiatrist (if applicable), in conjunction with the Program Director or obtain supervision, when they are uncertain about how to respond or support a Member effectively.
- Report back to the Treatment Team any observations of Member behavior that suggests Member may need additional treatment interventions and/or support.
- Engage with all external parties/ individuals with professionalism and with a positive customer service approach, understanding that they are always representing the organization.
- An understanding of and an agreement to value the concepts of a Trauma Informed workplace
For all Full-Time Employees our benefit package includes:
- Paid Time Off
- Health Insurance available within 60 days of hire
- Company Paid Life Insurance
- STD/LTD
- Dental Insurance
- Vision Insurance
- Health Spending Accounts
- Able to participate in company 401K after 6 months of hire
- Company 401K match up to 3%
All Employees have access to our Employee Assistance Program
Qualifications:
- High School Diploma or equivalent (required), Associates degree (preferred)
- Proficiency with Microsoft software including Word, Excel, Access, Power Point, and Outlook (required).
- Ability to multi-task, prioritize and meet deadlines in a fast-paced environment.
- Ability to work independently and get projects completed in a timely manner.
- Ability to maintain consistent and punctual attendance.
- Strong analytical skills
- Strong interpersonal skills, flexible, patient, efficient, willingness to help.
- Self-directed team player
- Ability to maintain confidentiality.